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Reserving Space

The majority of event spaces are scheduled by the University Scheduling Office. Other offices are responsible for scheduling other spaces at Brown. Please review the listing of on-campus spaces and who schedules them for more information.

Brown departments and groups sponsor many events throughout the year. In order to prioritize use of space by Brown departments and groups, non-Brown organizations (whether sponsored by Brown organizations or not) must start by contacting Conference Services to determine if space can be made available.

Capacities of commonly used space are provided starting on page 11 of the Fire Safety for Events Program [PDF] .

Please keep the following in mind:

  • Reserving the room only gets you the space. You must arrange for set-up and services, including audio-visual, separately. If any of the services require time or additional space for set-up, such as Facilities or Catering, be sure to communicate such needs to the room reservation contact below.
  • Instead of asking for a specific space, please ask for assistance in finding a space that meets your needs -- many popular rooms are used by small events that could easily be accommodated in other spaces.
  • Space is limited. If your program plans changes, don't forget to cancel the space. Cancelations are most useful when they are early enough for someone else to use the space.
  • Be sure you know what the standard set-up is. If you stop by to look at the room, don't assume the set-up you see is the one that is always there.
  • Be respectful. If your organization hosts an event and the room is damaged, you are accountable for the damage.
  • If you are having an outdoor event, you'll need to identify a rain location or a rain date.